HCM/Workday I nteractive BA/Stakeholder Session

1. HCM/Workday Interactive BA/Stakeholder Session Wharton Change Agents Anna Loh Denise Mount Ann Perch March 2019

2. Purpose & Format of this Meeting • Opportunity to review and discuss the HCM/Workday project • In an interactive setting, engage as key stakeholders • Plan for the best possible outcome

3. Agenda • Workday Training • Workday Planning – Timelines & Schedules • Legacy Clean Up • Communication Strategy • Resources

4. Workday Training

5. Delivery Methodsfor Trainings A blended learning approach is supported by user-friendly and accessible training materials. The best delivery method for each course has been established by analyzing the audience security roles and responsibilities in Workday. See next slide for a security role refresher!

6. Security Roles Overview • Security roles determine what information employees can access and actions they can complete. • All Employees will have at least one security role by default (e.g. Employee as Self), however, some employees may hold multiple security roles (e.g. Employee as Self and Manager). • Roles are assigned to positions and determined by the responsibilities of that position. What are security roles in Workday? Security Roles will be communicated before 3/25 by Wharton. KnowledgeLink will send email messages for required trainings beginning 3/25.

7. Training Strategy: Curriculum Security roles determine the appropriate type of training that members of the Penn community will need to effectively use Workday. Tip sheets, practice labs, and office hours will complement ILT and vILT training opportunities for these key users. Pre-work (45 min Webinar) 1 2 Pre-Work: High impact users who will be taking additional training courses will complete an introductory overview course – Welcome to Workday (45 min. Webinar) Training Course(s): Depending on the security role, end users will complete their required and recommended courses • The Security Roles in red are relevant to BA’s. The total training requirements are as follows: • Instructor Led: 15.5 hours *(note some of the Academic Partners will be BA’s, but some will be other staff members) • Online: 8.75 hours • TOTAL (APPROX.) = 24 hours Additional trainings will provided for HR Executive, HR Partner, Recruiter, Compensation Partner, Absence Partner, Benefits Partner, and Report Viewers as needed.

8. Current As Of January2019 Welcome toWorkday Training High impact users who will be taking additional training courses will complete an introductory overview course that will establish a baseline understanding of Workday that will prepare them for futuretrainings. CourseDescription Welcome To Workday covers core concepts and key changes associated with Penn moving to Workday and general navigation support for endusers. 45min. CBL Welcome ToWorkday Workday@Penn Foundation Navigation What Workday Means forPenn Structureof Workday LoggingInto Workday Workday H/ Supervisory Organizations omepage on Personalizati Searchingin Workday SecurityRoles Business Processes Inbox Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded.

9. Current As Of January2019 Workday for HR Analysts This course is tailored for HR Analysts who are responsible for initiating and approving HCM business processes, including Change Job, Hire, and Post-Employment. The course content is comprehensive and can be used for multiple security role trainings such as HR Partners and HR Executives. Course Description Workday HCM Fundamentals covers Workday functionality and key business processes for the first day of employment to the last day of employment. Note: Modules will include information on how to complete business process for staff, student workers, temporary workers, and academic workers. 7.5 hr ILT Workday HCM Fundamentals Compensation Staffing Events / Payroll Recruiting Leave of Absence Post-Employment Additional Topics Job Requisition Change Compensation Manage Leave of Absence (FMLA, Paid, Unpaid, Sabbatical) Separation (including Retirement) Reporting Change Job (including Promotion, New Manager, etc.) Candidate Application Review One-Time Payments Delegations Add Additional Job Candidate Acceptance Period Activity Maintain Employee Data Managing Costing Allocation Manage Costing Allocations Onboarding / Hire In Workday Introduction to Costing Allocations Reallocations Project (CARP)

10. Current As Of January2019 Workday for BudgetPartners This course is tailored for Budget Partners who are responsible for viewing and approving staffing and compensation transactions from a budgetaryperspective. CourseDescription Workday for Budget Partners covers Workday functionality and key business processes such as an overview of the recruiting process, managing costing allocations, and compensation. 4 hrILT Workday for BudgetPartners AdditionalTopics Recruiting Compensation Payroll Overviewof ess Change ion Managing Costing Allocation Reporting RecruitingProc Compensat Propose Requisition Compensation One-Time Payments Delegations Introduction to CostingAllocations Reallocations Project(CARP) PeriodActivity Propose Requisition Compensation Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded..

11. Current As Of January2019 Workday for RecruitingCoordinators This course is tailored for Recruiting Coordinators who are responsible for initiating Job Requisitions and assisting with candidate workflow for their specific positions within their SupervisoryOrganizations. Recruiting Coordinators may also have other staff recruitingresponsibilities. CourseDescription Workday for Recruiting Coordinators covers Workday functionality and key business processes for initiating various job requisitions throughhire. 4 hrILT Workday for RecruitingCoordinators Recruiting AdditionalTopics Propose Requisition Compensation JobRequisition Reporting Candidate iew Delegations ApplicationRev Candidate Acceptance Onboarding / Hire InWorkday Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded. Additionally, the process for internal vs. external candidates as well as manual hires will differ and beincluded.

12. Current As Of January2019 Workday for Timekeepers These courses are tailored for Timekeepers who are responsible for performing timesheet management functions for assignedorganizations. CourseDescription Workday Time Tracking covers Workday functionality and key business processesfor submitting, canceling, and deleting timesheets along with the approval authority over timesheets. 1 hrvILT (EACH) BasicCourse AdvancedCourse AdditionalResources Basic TimeTracking Advanced TimeTracking Guide &Scenarios User Guide(Union Workers and ExemptTime) Advanced Time TrackingScenarios EnterTime Delegations Post Employment: PTOPayout Reporting Request TimeOff Correct TimeOff CostingOverrides MassApprove TimeEntry Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded.

13. Current As Of January2019 Managing Academic Appointments inWorkday This course is tailored for Academic Partners and Academic HR Partners as well as any other roles that need to know how to view or manage Academic Appointments inWorkday. CourseDescription Managing Academic Appointments in Workday covers Workday functionality andkey business processes for managing academicappointments. 4 hrILT Managing Academic Appointments inWorkday CoreConcepts Introductionto Managing Academic Appointments AcademicAppt. AdditionalTopics AddAcademic Appointment Reporting Named Professorships UpdateAcademic Appointment Delegations Introductionto Interfolio EndAcademic Appointment Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded.

14. Current As Of January2019 Manager Self Service 101 &102 These courses are tailored for Managers who are responsible for initiating business processes and viewing direct reports’ workerdata. CourseDescription Manager Self Service provides supervisors with information on business processes to support managing direct reports inWorkday. Note: Workday Time Tracking Basic (1 hr vILT) will be taken as a separatetraining. 2 hrvILT (EACH) Manager Self Service102 Manager Self Service101 LeaveofAbsence AdditionalTopics Recruiting* AdditionalTopics Compensation Staffing Events/ Payroll Manage Leaveof Absence (FMLA, Paid,Unpaid) Change Compensation JobRequisition Reporting Reporting ChangeBusiness Title Candidate iew One-Time Payments Delegations ApplicationRev Managing Costing Allocation Candidate Acceptance Onboarding / Hire InWorkday Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded. * Recruiting candidate type (i.e., staff, student worker, faculty, post-doc, etc.) will depend on course and securityrole.

15. Current As Of January2019 Workday SelfService This course is tailored for all Penn workers to provide information to gain easy access to managing their personal information, updating their benefits, and updating their payinformation. CourseDescription Workday Self Service covers Workday functionality and key business processes for all workers to manage their HR self service actions such as pay elections, declaring life events, and requesting leaves ofabsence. 30min. CBL Workday SelfService Self ServiceActions * Courseshighlighted in red are also applicable to student workers * Will be developedas a separate TimeEntry training asneeded(30 min.webinar) Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated asneeded.

16. Key Training Related Dates

17. Workday Planning: Timeline & Schedule

18. Workday@Penn Project Update and Timeline Test Deploy Configure & Prototype Architect July 2019 Prototype 1 Prototype 2 Training Begins April 29th Prototype 3 End-to-End Technical Testing User Acceptance Testing (UAT) Training Go-Live Configure & Prototype Activities Test Activities Deploy Activities Architect Activities Wave 1* includes: • Core HCM • Academic Unit • Payroll • Benefits • Compensation • Time/Attendance • Absence • Recruiting • Onboarding • Document business requirements and processes • Design business processes in Workday • Prepare for go-live • Execute system and business cutover to Workday • Training • Build data conversions • Prototype technical infrastructure • Legacy Data Cleanup • Playback sessions • Town halls and engagement activities • End-to-end technical testing • UAT testing • Payroll testing • Develop training materials *In 2020, Wave 2 will include: Performance, Talent Management, Learning, Effort Reporting

19. Central University: UpcomingTesting & Projects • 1. Parallel Payroll Testing: • HCM team will compare same period results and processing between Workday and Penn’s Payroll legacy system (UMIS). • There will be two Parallel test cycles, both focused on weekly and monthly payrolls. (The comparison tests will use February 2019 payroll as the basis). • 2. User Acceptance Testing (UAT): • Selective scenario-based testing focused on evaluating user experience. • A small group of end users conduct a subset of the test scenarios to confirm the implemented solution performs the intended functions and addresses the businessrequirements. (groups depend on the size of the school) • We submitted the scenarios you requested! • 3. Policy Management Update: • Provost’s Office, HR, and Finance are reviewing and developing existing and new policies/procedures. 19

20. Wharton 90 Day Workday Plan July 1, 2019

21. Pre-Go Live Activity Calendars Note: Month of April - FY19 Budget Wrap Up and Forecasting Questions

22. Pre-Go Live Activity Calendars (continued) Note: Allot Time for Training During the Month of May Note: Data Validation will be ongoing

23. Pre-Go Live Activity Calendars (continued) Hiring Freeze Hiring Freeze Legacy System Black Out Hiring Freeze Legacy System Black Out Hiring Freeze Black Out Note: Data Validation will be ongoing

24. Pre-Go Live Summary of Key Dates

25. Post-Go Live Activity Calendars Note: Data Validation will be ongoing Consider Vacation Time Impact Consider Vacation Time Impact Consider Vacation Time Impact

26. Post-Go Live Activity Calendars (continued) Note: Data Validation will be ongoing Consider Vacation Time Impact

27. Post-Go Live Summary of Key Dates

28. Legacy Clean Up

29. Preliminary Legacy Clean Up Your Help Is Very Important! • It is important to ensure that we verify the accuracy of payroll information. • As such the HCM Team has provided us with Legacy Clean Up Tasks. We have been working with the HCM team for clarification where necessary. • The audit team will be distributing detailed clean up instructions in early April to each BA. • A training session will be held in early April to further explain the clean up instructions. Additionally, we will hold office hours and schedule 1-on-1 meetings where necessary. • The clean up tasks will be ongoing from April to June as data is constantly changing.

30. Preliminary Legacy Clean Up (continued)

31. Communication Strategy

32. Method of Communication • BA Meetings to inform Key Stakeholders ongoing • Emails to Staff Regarding Website, Watch Parties, Virtual Learning Conferences, Town Hall Meetings • Email to Department Chairs to inform Faculty • Ongoing strategy? Communicate with your Departments

33. HCM/Workday Resources

34. Your Source for Information – www.workday.upenn.edu Communications HCM Flash Newsletter Workday Advance Newsletter Toolbox Key Business Changes Supervisory Org Development Hierarchy Tool Security Roles Legacy Data Cleanup Change Freeze Engagement Change Agent Network Events and Activities Core Concepts Glossary HCM Primer You are able to… • Subscribe or read current or archive issues • Review event recordings and Q&A, core concepts, glossary • Find instructions for Workday preparation

35. Upcoming Events & Additional Resources The Virtual Learning Conferencesare a great resource to familiarize ourselveswith Workday concepts, business processes, andterminology. What Can I Expect to Learn? Core concepts to help familiarize yourself with and navigateWorkday Key terminology relevant to each VLC topic Overview of common businessprocesses StaffRecruiting February21 Today from 12 -1pm in SHDH Rm 209 Visit www.workday.upenn.edufor registration information or to access the VLCrecordings.

36. FYI - Warehouse and Other Relevant Systems • Ensuring the data we rely upon is migrated to current external systems: • Engage • DARTS • Other Systems? Lets Discuss! • ISC is developing and testing HCM data collection in the Warehouse: • Workday will be replacing the existing Salary Management collection tables • However, historical data will still be available

37. Thank You!